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I N S I D E T H I S I S S U E
Utah Division of Purchasing & General Services
Taylorsvi l le, Utah
801 -957 -7160 —Purchasing.utah.gov
The Current Impact of COVID-19 By Windy Aphayrath, Assistant Director
Purchasing Update March 2020
2 Sourcing Team and Evaluation Committee Members needed
2 New Statewide: Avaya Data Communications Products and Services
3 Writing a Scope of Work and Specifications
4 Breaking The Language Barrier
5 Changes to Sole The Sole Source Request Form
6 Quick Overview: U3P Sciquest Update 20.1
7 UCI: Spring Flower Sale
8 Spotlight—Krysta
Earlier this month, Chris Hughes, Director of the Division of Purchasing, sent out a message regarding the COVID-19 situation and its impact on the global supply chain. Over the course of the last three weeks, much has changed across the world, directly impacting what and how we purchase.
The Division of Purchasing continues to monitor the supply chain of vendors on State Cooperative Contract, understanding that COVID-19 has significantly disrupted many of these vendors. We ask all eligible users of State Cooperative Contracts to have patience, as supply and shortages of critical products are being experienced worldwide.
Additionally, while there are well-intentioned vendors reaching out to provide patient protection equipment (PPE), there are also those who are not legitimate. It's highly recommended that agencies conduct due diligence on all new vendors prior to committing to a purchase. Some things to look out for include:
Email address that is @gmail.com, @yahoo.com, or any other free email account
No websites or websites that do not look legitimate
Mandatory prepayments of the full invoice to "guarantee" the stock
Addresses of "manufacturing" facilities that, when searched, appear to be residences, or cannot be found
The Division of Purchasing will continue to closely monitor the COVID-19 situation and its impact on the world's supply chain and provide more information as we're able. In the meantime, "Stay Safe, Stay Home."
Purchasing Update Page 2
The Division of Purchasing recently established two (2) new
Statewide Cooperative Contracts for Avaya Data
Communications Products & Services. The awarded contracts
are with Avaya resellers– ConvergeOne (AR3317) and
CenturyLink (AR3318). These contracts run from April 1, 2020
to March 31, 2025 and will be available on the State Contracts
Search beginning April 1, 2020. These new contracts replace
the older AR603 contract directly with Avaya that expires May
31, 2020.
The available scope under these new contracts include Avaya
manufactured equipment, software, and services for Unified
Communications. The included software is both cloud hosted
and customer on premise. Products by manufacturers other
than Avaya are out of the scope of these new contracts.
When assessing this portfolio, public entities are encouraged
to review both new contracts to determine the best value fit
for your individual entity needs.
As is customary with these types of IT contracts, all State-Level
executive branch agencies not listed in part § 63F-1-102(6)(b)
of the Utah Code are under the jurisdiction of the Department
of Technology Services (DTS). With the exception of products
that may be purchased without the involvement of DTS (which
are listed here), these agencies must place orders for items
listed in this contract through DTS and may not order directly
from the vendor or resellers.
For any questions relating to these contracts or the solicitation
that resulted in these contracts, please contact the contract
manager Jeff Johnson ([email protected]) or Solomon
Kingston ([email protected]).
New Statewide - Avaya Data Communications Products & Services By Jeff Johnson, Contract Analyst
Sourcing Team and Evaluation Committee Members Needed
The Division of Purchasing is currently looking for sourcing team and evaluation committee members! The following
contract portfolios are currently in the solicitation process and your input would be a welcome help to ensuring effective
contracts are put in place to support your agency's needs! Contact the identified contract manager with any questions!
TITLE NAME CONTACT
Commercial HVAC Services Rick Straw [email protected]
Vape Detector and Elevated Sound Detector David Bundy [email protected]
Green Cleaning Products Kayla Medina [email protected]
Facilities Access Monitoring Solution Solomon Kingston [email protected]
Mechanical Street Sweeper Chike Ogbuehi [email protected]
Purchasing Update Page 3
The scope of work and specifications outlined in a
solicitation should promote the overall economy and best
use of tax payer dollars for the procurement need you are
seeking to resolve. Specifications should not be unduly
restrictive or give an unfair advantage to a particular
vendor without proper justification. To accomplish this
goal here a four primary areas one should consider when
developing such.
1. Clarity
A. Use plain English, avoid legalese and scientific
jargon.
B. Use commonly used words.
C. Avoid using alternatives (like ‘excavate’ for ‘dig’)
just to make the text more interesting.
D. Words should be selected to ensure their meaning
is clear and unambiguous.
2. Accuracy
A. Ensure consistency and accuracy by saying the
same thing the same way.
B. Employ accurate and consistent phraseology for
repeated clauses.
C. Avoid generalizations, unclear words or phrasing,
acronyms and abbreviations unless very well-known.
3. Repetition
A. Say everything, but only say it once. Repetition is
inadvisable and legally dangerous.
B. Avoid erroneous information (such as listing a
standard that is not referenced in the text).
C. Just in case something applies, include it once. If
something does not apply, leave it out.
D. If an issue is covered in the Conditions of Contract
don’t repeat it in the Specification.
4. Logic
Specifications should:
A. Have sub-headings and a logical numbering system
for all headings. Cross-referencing within the
Specification is kept to a minimum because of
possible future changes.
B. Have matters of contract and administration
separate from the technical sections of the
Specification, except for specific instructions on
quality or for instructing/informing others (such as a
sub-contractor).
C. Be outcome focused by stating what is to be
achieved by the solicitation not how it is to be done.
D. Not be written to favor one supplier over another
(do not specify brands, unless it is necessary).
For questions please contact Solomon Kingston
Writing a Scope of Work and Specifications By Solomon Kingston, Contract Analyst
Purchasing Update Page 4
Critical to every agency’s success is the ability to
communicate with the public it serves. With the new
State of Utah Cooperative Contracts for On Demand
Remote Interpreting, opening that communication
channel should be a lot easier. These new contracts are
part of a new portfolio through NASPO ValuePoint, which
replaces the old Over the Phone Interpreting contracts in
which the State of Utah previously participated, and has
some key new services available.
In addition to the Over the Phone Interpreting (OPI)
services that have been available historically, the new On-
Demand Remote Interpreting portfolio has available for
the first time Video Remote Interpreting (VRI) services.
These services will greatly enhance the ability to
communicate as seeing an interpreter’s expressions will
greatly enhance end users’ experience. This newer
technology also opens up the availability of on demand
VRI services for American Sign Language (ASL).
There are over 190 languages available for both VRI and
OPI services! Truly “on demand”, all these remote
interpreting services are available 24/7/365 with no need
to schedule an appointment and are paid by the minute.
Additionally, some of the contractors were awarded the
Remote Document Translation category. Just email your
document out, wait a few days (depending on the size of
the document) and you will get back an editor-reviewed
translation. Pretty easy.
Don’t forget about our other language interpreting and
translation contracts for in-person interpreting! We have
three interpreting portfolios that should have you
covered. Below is a table of a complete list of our
interpreting/translation contractors and the categories
they are awarded.
Go check out their contract landing pages in the State
Cooperative Contract Search Engine and get in touch with
their account representative to get your account setup
and ready to go!
https://statecontracts.utah.gov/Home/Search
Please contract Blake Porter, [email protected] for
questions.
Breaking the Language Barrier By Blake Porter, Contract Analyst
Contractor Name Contract # Categories Awarded
Corporation Translation Services dba Language Link
MA974 OPI, VRI, Document Translation
Voiance Language Services LLC MA2239 OPI, VRI, Document Translation
Language Line Solutions MA3354 OPI, VRI
Interwest Interpreting Inc. MA1070 American Sign Language (in-person)
5 Star Interpreting MA884 American Sign Language (in-person)
American Sign Language Communication MA880 American Sign Language (in-person)
Craig Enterprises Inc dba Commgap MA1841 In-person Interpreting, Document Translation
Asian Association of Utah dba Refugee and Immigrant Center
MA2255 In-person Interpreting, Document Translation
Insync Interpreters LLC MA2253 In-person Interpreting, Document Translation
Linguistica International MA2084 In-person Interpreting, Document Translation
Catholic Community Services of Utah MA2239 In-person Interpreting, Document Translation
Purchasing Update Page 5
Changes to the Sole Source (Award of A Contract Without
Engaging in a Standard Procurement Process) Request Form? By Christopher Jennings, Assistant Director
While competition is the preferred method of awarding a
contract, there are instances when exceptions are
warranted. To help standardize the process and to ensure
that all parties adhere to 63G-6a-802, the Division of
Purchasing uses the Award of A Contract Without
Engaging in a Standard Procurement Process Request
Form which we all know and love.
Among other things, this form requires the conducting
procurement unit to provide description and
documentation supporting one of the allowable
justifications for award without conducting a standard
procurement process. The intention is for the conducting
procurement unit, the agency buying the product, to
perform an internal analysis and justification for award
without a standard procurement process.
Issue:
It is not uncommon to receive documentation provided by
the vendor as justification. At other times, the conducting
procurement unit includes vendor provided information
verbatim in the justification or coordinated with the
vendor in other ways that attempt to justify award. This
coordination can represent a conflict of interest which is
prohibited by Code and Rule. In particular, R33-4-103
states “assisting in writing specifications shall not, at any
time during the procurement process, be employed in any
capacity by, nor have an ownership interest in, an
individual, public or private corporation, governmental
entity, partnership, or unincorporated association bidding
on or submitting a proposal in response to the
solicitation.”
Because of this concern we have added new language to
the form:
Attach any provided justification from the vendor, and any
related communication so that Purchasing can verify the
Conducting Procurement’s justification.
Conducting Procurement Unit must demonstrate an
internal analysis for its justification that is not derived
from vendor material or messaging.
Any undue support, coaching or coordination provided by
the vendor outside general research and inquiries may
result in rejection including denial of sole source or
vendor being ineligible for contract award regardless of
the methodology used. See Utah Administrative Rules R33
-4-103(3).
Reasoning:
The Division of Purchasing wants to ensure that the
conducting procurement unit has reasonably justified this
award request and that all parties have shown that open
and transparent competition as required by code, is not
possible.
Please click the image below to locate the
new sole source form on our website:
Purchasing Update Page 6
Quick Overview: U3P Jaggaer* Update 20.1 By Diane Schmidt, Purchasing Agent and Jessika Huhnke, Purchasing Agent
Processes
The process for all aspects of the site such as creating sourcing events, searching
for events, & looking up contracts will remain the same. The change of
aesthetics on the site has not interfered with processes or functionality.
Before Update After Update
Comments
The Navigation Menu has a Cleaner look.
Some icons have been redesigned but
everything is in the same order.
The only major change here is for
eProcurement clients. The shopping
settings are now under the shopping cart
icon.
Nothing else has changed in terms of
functionality.
Helpful Links
Jaggaer 20.1 Product Release Videos
Release Notes for Current and Past Releases
20.1 JA Release Video
Before Update
After
Update
Comments
Most of the changes to the top menu are cosmetic. It has a
new look for bookmarks, action items, and notifications.
The name drop down has been changed to a profile icon from
which you can access your user info, dashboards and search
pages.
New log out button at the bottom.
* U3P is the Utah Public Procurement Place which runs on the Jaggaer platform, which was previously known as Sciquest
Purchasing Update Page 7
Purchasing Update Page 8
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Krysta is a new State Contract Analysts at State Purchasing,
coming from a local water district as an Administrative
Specialist. Krysta was born and raised in Utah, she received her
AS in Science, BA in Health Promotion and Minor in Nutrition
from Weber State University, and MBA from Western
Governors University. Krysta has a beautiful daughter, a caring
husband, and two snuggly puppies. She enjoys boating at Lake
Powell, surfing, snowmobiling, pizza, ice cream, and traveling to
warm beachy places with her family.
Q and A
Q: Who is your hero?
Wonder Woman of course! She is a hero that knows her
strengths, pushes her limits, and never stops learning.
Q: If you could live anywhere, where would it be?
A. Utah! Utah offers such a variety of year-round activities and
has a variety of climates that are tough to beat. I am always up
for an adventure, and Utah is just the place.
Q: Would you rather ride a bike, a horse, or drive a car?
A. With today’s technology, cars are better than a magic carpet
ride.
Q: If you could only eat one meal for the rest of your life,
what would it be?
A. PIZZA!
Q: Do you collect anything? If so, what is it?
A. It’s more of a tradition, but every year I get a Christmas
ornament that reflects the past year.
Q: What was your first job?
For my first job, I was a receptionist at Larry H. Miller Chrysler
Jeep Dodge Ram.
Q: If you had to describe yourself as an animal, which one
would you be?
A. A dog.
Q: What is the best single day on the calendar?
Christmas Eve, it's full of magic!
Q: Would you rather go hang gliding or whitewater rafting?
A. Hang gliding!
Q: What is something you think everyone should do at least
once in their lives?
A. Travel to a destination of their dreams.
Spotlight Article
Did you receive this newsletter from a co-worker?
Do you want to receive the Purchasing Update
directly? Please send an email to Tara Eutsler,
How to Receive the
Purchasing Update Newsletter
Krysta Countryman
